The City of Hillsboro, Kansas maintains the appropriate documentation as required by state and federal regulations. Record Retention Schedules provide a guideline for when to destroy records that are no longer required.
Record Retention Schedules have been developed for the following departments and divisions of the City of Hillsboro. The City of Hillsboro recognizes that additional Schedules may be needed in the future.
• Cash Management
• Central Accounting
• City Clerk
• Human Resources
• Municipal Court
The Record Destruction Form must be completed by the employee destructing records and signed by the City Clerk prior to each destruction.
Record Retention Schedule - Cash Management
BANKING RECORDS
Includes bank statements, bank reconciliation, deposit books and slips, and cancelled checks in any format
Active: 5 years
Disposition: destroy
CERTIFICATES OF DEPOSIT
Active: until maturity
Disposition: return to bank
DAILY FEES ACCOUNTING REPORT
Contains payee name, permit number and type (if applicable), amount paid, and copies of deposit receipts
Active: 5 years
Disposition: destroy
INVESTMENT RECORDS - DAILY
Daily accounting of transactions
Active: 5 years
Disposition: destroy
INVESTMENT RECORDS - GENERAL
Includes weekly reports generated by City Treasurer, transaction confirmations, monthly reports generated by brokers, and maturity confirmations
Active: 5 years
Disposition: destroy
LETTERS OF UNDERSTANDING
Written acknowledgements of broker responsibilities and promises
Active: 5 years
Disposition: destroy
PAYROLL DOCUMENTS
Includes timecards/sheets, leave requests, time away from work requests, payroll adjustment records, and payroll warrants registers. See also Central Accounting
Active: 5 years
Disposition: destroy
PERSONAL USE OF CITY WIRELESS EQUIPMENT
Includes wireless phone bills
Active: 5 years
Disposition: destroy
PROFESSIONAL ORGANIZATION FILES
Active: 5 years
Disposition: destroy
PROOF OF PUBLICATION
Active: 5 years
Disposition: destroy
RECEIPTS
Includes daily reconciliation report as well as deposit records from all departments
Active: 5 years
Disposition: destroy
YEAR-END CLOSEOUT REPORT
Original sent to Controller
Active: retain copy until close of City audit
Inactive: 5 years
Disposition: destroy
Record Retention Schedule - Central Accounting
ACCOUNTS PAY ABLE CHECK REGISTERS
Active: 5 years
Disposition: destroy
ACCOUNTS PAYABLE SUPPORTING JOURNALS
Includes Revenue Receipt Journal and Appropriations-Expenditure Journals
Active: retain while useful
Disposition: destroy
ACCOUNTS RECEIVABLE
Includes amounts owed to the City for services provided such as parking, speeding tickets or Code Compliance violations.
Active: 1 year after paid in full
Disposition: destroy
ANNUAL BUDGET
Active: 10 years; merge to one central file
Disposition: 1 copy permanently
ANNUAL REPORTS
Activity of division throughout year
Disposition: permanent
AUDIT REPORTS
Results of audits conducted by local, state, federal and/or non-governmental auditing agencies
Active: 3 years
Disposition: permanent
BOND DOCUMENTS
Includes annual financial reports, capital projects, debt service fund reports, bond transcript, and all supporting documents
Active: 1 year after sale of bonds; merge to one central file until repayment complete
Disposition: destroy
COMPREHENSIVE ANNUAL FINANCIAL REPORTS
Active: 10 years
Disposition: permanently - 1 copy
CHECKS AND WARRANTS; UNCLAIMED
Unclaimed checks and warrants, including payroll, vendor, and other checks/warrants
Active: 2 years from date of issuance
Disposition: destroy
COURT-ORDERED PAYMENTS
Includes child support, garnishments, and bankruptcy orders, answers, and receipts
Active: 5 years after release of wages
Disposition: destroy
DIRECT DEPOSIT AUTHORIZATION RECORDS
Active: until superseded or no longer in effect
Inactive: 2 years
Disposition: destroy
KPERS ANNUAL REPORT
Details employee name, social security number, and annual contribution amounts
Disposition: permanent
PAYROLL DEDUCTION AUTHORIZATION FORMS
Includes health and benefit enrollments and other voluntary deductions; does not include Direct Deposit Authorizations; held in Human Resources Department
Active: retain until entered into computer
Disposition: send to Human Resources
PAYROLL DOCUMENTS
Includes year to date cumulative register, distribution register, warrant register, payroll certification form, hours-to-gross register, and accrual register; does NOT include year-end year to date cumulative register
Active: 5 fiscal years
Disposition: destroy
PAYROLL STATUS CARD {voluntary changes}
Active: 2 years
Disposition: destroy
PAYROLL STATUS CARD {with change of status}
Held for reference convenience only
Active: until superseded or employee terminates employment
Disposition: destroy
PROFESSIONAL ORGANIZATION FILES
Active: 3 years
Disposition: destroy
PROOF OF PUBLICATION
Active: 5 years
Disposition: destroy
PURCHASING DOCUMENTS
Includes limited purchase orders, purchase orders, direct payment requests, inter-fund transfers, and other related documents from all internal and external sources.
Active: 1 year
Disposition: destroy
TAX REPORTS
Includes but is not limited to, 1099 Forms, W-2 Forms, 941 Forms, K-3 Forms, undelivered W-2 Forms and Unemployment Insurance Quarterly Reports
Active: 5 years
Disposition: destroy
TRAVEL DOCUMENTS
Active: 1 year
Disposition: destroy
UNEMPLOYMENT INSURANCE MONTHLY REPORTS
Active: until two quarterly reports have been filed
Disposition: destroy
YEAR-END YEAR-TO-DATE CUMULATIVE PAYROLL REGISTER
Disposition: permanent
Record Retention Schedule - City Clerk
ABSTRACTS
Disposition: permanent
ADMINISTRATIVE
ACTION FORMS
Details action taken by administration of City
Disposition: permanent
ANNEXATION CASE
FILES
Includes consents, petitions, and other related documents
Disposition: permanent
ANNUAL BUDGET
Includes operating and annual budgets for City
Disposition: permanent
ANNUAL REPORTS -
CITY AGENCIES
Disposition: permanent
ANNUAL REPORTS -
OTHER AGENCIES
Inactive: while useful, but not to exceed 5 years
Disposition: destroy
ASSESSMENTS
Includes public improvement, code enforcement, and other assessments
Active: until all accounts paid or written off
Inactive: 3 years
Disposition: destroy
BOND DOCUMENTS
Includes coupons and other related documents. See also Bond Transcripts
Active: until all obligations are paid
Inactive: 5 years
Disposition: destroy; retain I bond of each series permanently
BOND TRANSCRIPTS OF
PROCEEDINGS
Includes industrial revenue bonds, no-fund warrants, and general obligation bonds
Disposition: permanent
BUDGET PREPARATION
FILE
Active: close of subsequent budget process
Disposition: destroy
CANDIDATE FILING
DOCUMENTS
Active: until close of subsequent election process
Disposition: destroy
CAPITAL IMPROVEMENT
PLAN
Plan of City for 5-year term
Disposition: permanent
CERTIFIED MAIL
RECEIPTS
Active: 1 year
Disposition: destroy
CHARTER ORDINANCES
Disposition: permanent
CITY CODE BOOK
Includes supplements
Disposition: permanent - 1 copy
CITY COUNCIL
COMMITTEE ITEMS
Ordinances, resolutions, and other documents that were referred to committee and removed from further consideration pursuant to applicable Topeka Governing Body Rules and Regulations
Active: 1 year after removal from further consideration
Disposition: destroy
CLAIMS
Claims filed against the City
Active: 10 years
Disposition: destroy
CLASSIFICATION
SPECIFICATIONS
See also Human Resources schedule
Active: retain while current
Disposition: destroy
COMMUNITY
DEVELOPMENT PROPOSALS
Disposition: permanent
COMPLAINT FILES
Correspondence and documentation of action taken, if any. Retain complaints that are directly related to policy change permanently. Retain others as follows:
Active: retain while useful; but not more than 5 years
Disposition: destroy
COMPREHENSIVE ANNUAL
FINANCIAL REPORTS
Disposition: permanent - 1 copy
CONDEMNATIONS
Disposition: permanent
CONTRACTORS’
LIABILITY INSURANCE/ BOND RECORDS:
Active: 5 years after expiration
Disposition: destroy
CONTRACTS
All contracts including labor contracts signed by City including change orders and addendums
Disposition: permanent
CORRECTIONS FILE
Corrections to documents that had been previously microfilmed
Disposition: permanent
CORRESPONDENCE
(Routine)
Includes mail, letters, memos, copies, telephone messages and etc.
Active: retain while useful; but not more than 5 years
Disposition: destroy
DAILY FEES
ACCOUNTING REPORT
Contains payee name, license number and type (if applicable), amount paid, and copies of deposit receipts
Active: 3 years
Disposition: destroy
DEEDS
Original deeds for all property owned by City
Disposition: permanent
DIVISION POLICIES
Division policies as well as incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organization history of the department
Disposition: permanent
EASEMENTS
Original easement agreements
Disposition: permanent
ELECTRONIC RECORDS
Includes microfilmed or imaged documents. Use the retention schedule of the record series listed herein. The hard copy of a document can be destroyed after a document has been microfilmed or scanned, provided the image has been verified for accuracy. Any exception to this rule will be listed with that record series.
FINAL PLATS
Disposition: permanent
FIREFIGHTER’S RELIEF
ASSOCIATION REPORTS
Disposition: permanent
FORMS {Blank}
Active: until superseded or obsolete
Disposition: destroy
FRANCHISE FILE
Includes ambulance, cable TV, telephone, gas and electricity
Disposition: permanent
GOVERNING AGENCY
REGULATIONS
Includes City, State, and Federal governing agencies’ manuals and requirements
Active: until superseded or obsolete
Disposition: destroy
GOVERNING BODY ITEMS
THAT WERE WITHDRAWN OR NOT ADOPTED
Active: 5 years
Disposition: destroy
GOVERNING BODY
MINUTES
Record of all governing body actions
Disposition: permanent
GOVERNING BODY
PACKETS
Record of all governing body actions including agendas, handouts, zoning cases, project budgets, and other related documents
Disposition: permanent
GOVERNING BODY
RECORDINGS
Includes DVDs of governing body meetings
Active: 7 years
Disposition: destroy
GRIEVANCE FILES
Includes transcripts, exhibits, and other related documents
Active: 62 years
Disposition: destroy
INDEXES
Retain as long as records to which they refer.
INSURANCE POLICIES
Active: 5 years
Inactive: until cancellation or expiration
Disposition: destroy
INVENTORIES
Includes trees, equipment, uniforms, records, vehicles, and other inventories
Active: until superseded or obsolete
Disposition: destroy
JOB DESCRIPTIONS
{Reference copy}
Active: until superseded or obsolete
Disposition: destroy
LEGAL NOTICES {Proof
of Publications}
Active: 5 years
Disposition: destroy
LICENSE AND PERMIT
SURETY BONDS OR INSURANCE DOCUMENTS
Active: until expired or cancelled
Inactive: 5 years
Disposition: destroy
LICENSING FILES
Includes application and other related documents
Active: until license is expired or obsolete
Inactive: 5 years
Disposition: destroy
OPEN MEETING NOTICES
Recorded dates and times for all committees, boards, and governing body
Active: 2 years
Disposition: destroy
OPEN RECORD REQUESTS
Active: 3 years
Disposition: destroy
ORDINANCE COVER
SHEETS
Active: 3 years
Disposition: destroy
ORDINANCES
Disposition: permanent
PAYROLL DOCUMENTS
Includes time cards/sheets, leave requests, time away from work requests, payroll adjustment records, and payroll warrants registers. See also Central Accounting
Active: 5 years
Disposition: destroy
PENSION INFORMATION
Annual report sent to Insurance Commissioner. Includes firemen’s relief, police pension, and other employee pension reports
Disposition: permanent
PETITIONS -
MISCELLANEOUS
Active: 5 years; seek archival approval before destroying
Disposition: destroy
PETITIONS TO PUT
ISSUE ON BALLOT
Disposition: permanent
POPULATION DAT A
(Obsolete Data)
Disposition: permanent
PROFESSIONAL
ORGANIZATION FILES
Active: 3 years
Disposition: destroy
PROJECT BUDGETS
Disposition: permanent
PROJECT FILES -
MAJOR STRUCTURES
Comprehensive records and plans of all major structure projects. Includes buildings, bridges, parks, treatment plants and other major structures
Active: while structure exists
Inactive: 5 years
Disposition: destroy
PROJECT FILES -
MISCELLANEOUS
Comprehensive records, including plans, of projects not listed above. See also related documents in this schedule as well as Engineering schedule
Active: until accepted for maintenance
Inactive: 5 years
Disposition: destroy
PUBLIC IMPROVEMENT
PROJECT PETITIONS
Active: until accepted for maintenance
Inactive: 5 years
Disposition: destroy
PUBLIC OFFICIAL
BONDS
Signed by the governing body, etc.
Active: while in office
Inactive: 10 years
Disposition: destroy
PURCHASING DOCUMENTS
Includes purchase orders, direct payment requests, interfund transfers and other related documents from all internal and external sources. See also Central Accounting schedule
Active: 1 year
Disposition: destroy
RECEIPTS/DEPOSIT
SLIPS
Daily listing of monies received and accounts credited. See also Cash Management schedule
Active: 3 years
Disposition: destroy
RECORDS MANAGEMENT
Includes completed survey forms, inventories, destruction lists, transfer records, and other related documents
Disposition: permanent
REFERENCE
BOOKS/JOURNALS
Also includes newsletters and seminar notebooks
Active: until superseded or obsolete
Disposition: destroy
REPORTS -
MISCELLANEOUS
Includes City committees, councils, boards, panels, and advisory bodies
Disposition: permanent
RESOLUTION COVER
SHEETS
Active: 3 years
Disposition: destroy
RESOLUTIONS
Disposition: permanent
SCRAPBOOKS AND
ALBUMS OF HISTORICAL INFO
Collection of miscellaneous documents, newspaper clippings and pictures regarding department history
Disposition: permanent
SPECIAL EVENT
PERMITS
Applications and Certificates of Insurance (where applicable) for community parades, block parties, etc.
Active: 5 years
Disposition: destroy
SPECIFICATIONS
For City projects and purchases
Active: until contract signed
Inactive: 5 years
Disposition: destroy
STATEMENT OF
SUBSTANTIAL INTEREST FORMS
For Governing Body members
Active: retained until 5 years after leaving office
Disposition: destroy
SUMMONS INDEX LOG
Presented to City Clerk on behalf of City department
Active: until case is closed
Inactive: 5 years
Disposition: destroy
SUPERVISOR’S FILES
Limited to required documents for current oversight of employee: A) work schedule; B) leave information; C) attendance record; D) overtime hours distribution; E) current payroll status report; F) current active disciplinary track items (1 year after resolution or per contract); G) last performance evaluation; H) performance observations since the last evaluation (positive and negative); I) requests for safety equipment and uniforms; and J) worker’s compensation information. Purge after every evaluation. See also Human Resources schedule
Active: while employee is under direct supervision
Inactive: 1 year
Disposition: destroy
SURVEYS AND STUDIES
- FINAL REPORT
Includes surveys and studies done by city agencies or paid for by city agencies
Disposition: permanent - 1 copy
SURVEYS AND STUDIES
- RELATED DOCUMENTS
Includes surveys and studies done by city agencies or paid for by city agencies
Active: 5 years
Disposition: destroy
TEMPORARY NOTES
REGISTERS
Disposition: permanent
TITLE CERTIFICATES
Includes titles for all City-owned vehicles
Active: while vehicle is owned
Disposition: transfer to new owner
TRADE LICENSE CODE
BOOKS
Includes mechanical, plumbing, fire, traffic, electrical, housing, and other codes
Disposition: permanent - 1 copy
TRAINING RECORDS -
INDIVIDUAL
Record of continuing education course completed, date, and any certificates
Active: while individual is employed
Inactive: 5 years
Disposition: destroy
TRAINING RECORDS -
OFFICIAL
Training manuals, course outlines, and listing of all courses offered with dates
Disposition: permanent - 1 copy
TRAVEL DOCUMENTS
See also Central Accounting schedule
Active: 1 year
Disposition: destroy
URBAN RENEW AL FILES
Disposition: permanent
VITAL STATISTICS
Includes birth, death, marriage, and infectious disease registers
Disposition: permanent
WARRANTY FILES
Includes warranties, promises, and other related documents
Active: 5 years or life of warranty, whichever is longer
Disposition: destroy
Record Retention Schedule - Human Resources
COMPLAINT FILES
Active: 5 years
Disposition: shred hard copy, permanent electronic files
CONFIDENTIAL FILES
Includes: physician records of examination, diagnostic records, laboratory test records, drug screening records, health plan application forms, KPERS, FMLA, accident reports, workers’ compensation reports, detailed background checks, etc.
Active: tenure plus 2 years
Disposition: shred hard copy, permanent electronic files kept for 65 years
GREIVANCE FILES
Active: 5 years
Disposition: shred hard copy, permanent electronic files
KEY FILES
Includes applications, background checks (not hired), interview questions and employment testing (excludes medical testing (not hired)).
Active: 5 years
Disposition: destroy
PERSONNEL FILES
Includes: employment application, background check, policy signatures, tax forms, payroll actions, discipline actions, awards, training, performance appraisals, exit interview form, tuition reimbursement, position description, etc.
Active: tenure plus 2 years
Disposition: shred hard copy, permanent electronic files kept for 65 years
STATE AND LOCAL
GOVERNMENT INFORMATION REPORT EEO-4
Active: 3 years
Disposition: destroy
Record Retention Schedule – Municipal Court
BANKRUPTCY COURT
FILES
Documentation of debtors’ claims for purposes of issuing warrants
Active: until case is closed or dismissed
Disposition: destroy
BOND DOCUMENTS
Retain Cash Bond List permanently. Retain all others as follows:
Active: until expired or paid
Inactive: 5 years
Disposition: destroy
COMMUNITY SERVICE
RECORDS
Retain a summary of community service performed by an individual permanently. Retain all supporting documents as follows:
Active: until service is completed and case is closed
Inactive: 5 years
Disposition: destroy
DOCKETS
Retain any dockets that could be used to establish criminal history on all offenses equivalent to an A or B misdemeanor for 50 years. Retain all others as follows:
Active: 5 years
Disposition: destroy
PROBATION RECORDS
Includes client files, intoxication reports, shoplifting reports, house arrest reports and other related documents. Retain Waivers of Right to Counsel for 50 years. Retain all others as follows:
Active: until individual has completed program
Inactive: 5 years
Disposition: destroy
TICKETS -- DISMISSED
OR VOID
Retained to show identity of individual who dismissed or voided the ticket
Active: 2 years
Disposition: destroy
TICKETS - OFFENSE
EQUIVALENT TO AN A ORB MISDEMEANOR
Active: 50 years
Disposition: destroy
TICKETS -- TRAFFIC
OR PARKING
Active: 3 years
Disposition: destroy
WARRANT RECORDS
Active: until served or expired
Inactive: 5 years
Disposition: destroy